Project costs drift when hours and expenses separate from tasks. Everhour keeps Asana project spending tied to logged work.
Try with my Asana
$10k of $15k
Hourly
0:00:00
Alejandro Luna0:00:00Kai Nani0:00:00Kai Nani0:00:00Click!
Dave Jung0:00:00Alejandro Luna0:00:00Dave JungThe calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Use this page to organize the cost side of Asana projects: logged task time, billable status, expense records, rates, and budget impact. The practical goal is a spend view you can review before a client invoice, payroll review, or project profitability check. A good workflow connects every cost back to the project and, when relevant, the task that created it.
Asana remains the place where task context lives: project, task title, assignee, status, custom fields, and tags. The spend workflow adds the finance layer around that work record. Each entry needs enough detail to answer three questions: who did the work, which project or task it belongs to, and whether the cost belongs on a client-facing invoice.
A reliable project expense record separates time, rate, and out-of-pocket cost. Time entries should include duration, work date, project, task, person, billable status, and a short description. Expense entries should keep the category, description, quantity, amount, project, member, date, billable status, and a receipt image or PDF when reimbursement, accounting review, or client verification requires proof.
Rates turn task time into project cost, so rate scope matters. Use internal cost rates for labor cost, client-facing billable rates for revenue, and project-specific rates when a client agreement prices the work differently. Fixed-fee work still needs tracked time because margin depends on the gap between the fee and the cost of the hours and expenses consumed.
Project expenses become messy when teams decide billable status after the report is due. Set the rule before work starts: labor can be billable or non-billable, specific tasks can stay non-billable inside a billable project, and reimbursable expenses can either flow to the client invoice or stay internal. The same entry should not move between categories without a clear correction trail.
Budget review needs a target, an estimate, and actual spend. The target sets the limit, estimates show the planned time or cost, and actuals come from logged time, rates, and expenses. Include expenses in the budget when they consume the same client allowance as labor. Track them separately when the budget is only meant to control service hours.
A one-off project expense check is enough for a small cleanup: gather the task time, apply the correct rates, attach receipts, mark billable and non-billable items, then compare actual spend with the project target. That process works for a single project period, especially when the invoice or reimbursement review only needs a final export.
A managed workflow becomes necessary once several people log time, budgets reset, or invoices repeat. Everhour adds embedded timers inside Asana tasks, manual time entry, approval controls, locked periods, and configurable budget email alerts at any percentage an admin sets. That gives managers a durable record before billing, payroll review, or project reporting uses the numbers.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A task gives the expense context: project, work item, assignee, and status. Labor cost connects through logged time and the rate applied to that person, project, or task. Out-of-pocket expenses connect through category, amount, description, billable status, and receipt proof. The link matters because project spend reports lose value when costs sit outside the work that caused them.
Traceable spend needs a duration or amount, work or purchase date, project, task when relevant, person, billable status, description, and approval state. Receipts matter for reimbursement and client verification, especially for expenses that will be invoiced. A reviewer should be able to trace each cost from the report back to the work record or receipt without asking for a separate explanation.
Reimbursable costs should reduce the project budget when the client allowance covers total spend, including labor and expenses. They should stay separate when the budget controls service hours only and reimbursements pass through outside that limit. Decide this before the first report so a budget review does not compare labor-only targets with labor-plus-expense actuals.
Non-billable task work, internal corrections, and costs outside the client agreement belong outside the invoice. They still belong in project expense reports because they affect margin and capacity. A clean billing total is useful only when the team also keeps the excluded time and costs visible for profitability review.
Reports look too clean when they include only billable time and invoiceable expenses. That hides non-billable work, missing receipts, and costs assigned to the wrong project. The better review checks billable amount, non-billable time, labor cost, expense cost, and uninvoiced items before the project owner treats the number as final.
Everhour Time Tracking lets people start timers or add manual entries from Asana tasks, then sends the task and project hours into timesheets, reports, budgets, invoices, and payroll review. Admins can approve time, lock reviewed periods, send reminders, and apply timer rules before cost reports use the hours.
Everhour Expenses lets members log project expenses with receipt images or PDFs, unit-based categories, billable status, and project, client, member, category, and date-range reporting. Billable expenses can appear on invoices alongside billable time, keeping reimbursement and client charge review tied to the same project record.
Track approved hours on Asana tasks, review billable status before invoicing, and keep locked periods ready for payroll or billing handoff. Everhour turns task time into cleaner project expense control.
14-day free trial · No credit card · Cancel anytime
